1. Project Management a. The Proposer shall designate a project manager to oversee the full scope of work from project inception to closure. The project manager shall serve as the primary point of contact with the District and be responsible for coordinating all activities to ensure timely communication, compliance with project schedules, and adherence to technical specifications. (1) Assigning a dedicated project manager responsible for leading the project and ensuring delivery of all tasks according to the approved plan. (2) Develop a detailed project plan that includes timelines, milestones, resource allocation, and communication strategies. (3) Provide weekly status updates during all project implementations. (4) Maintaining clear documentation of progress, risks, and resolutions throughout the project lifecycle. 2. File Transfer and Data Processing a. Proposer will provide and maintain a secure site and reliable system for all data exchanges and document processing related to billing and letter notifications. (1) Secure Transmission Protocols: (a) All data files (including PDFs of bills and letters) must be transmitted via secure protocols, such as HTTPS or SFTP with PGP encryption to be used for all communication between the District and CONTRACTOR systems. The secure transmission system must provide 24/7 access. (2) Information Security Program Requirements: (a) Must implement and maintain a robust IT Security Program aligned with at least one recognized industry framework, such as: 1. NIST 800-59 (National Institute of Standards and Technology) 2. CIS-18 3. ISO 27001 (b) Must have information security policies, controls, and practices that cover at least the following listed areas. 1. Access control and identity management 2. Data encryption at rest and in transit 3. System monitoring and incident response 4. Regular patching and vulnerability management (3) Cybersecurity Audit and Certification: (a) The Proposer shall undergo an annual third-party audit by a qualified, independent assessor. (b) The Proposer shall maintain a current SOC 2, Type 2 report (or equivalent) throughout the term of the contract and provide updated reports on an annual basis. b. The Proposer’s solution shall be capable of reading and processing District’s PDF files containing pre-formatted text, numbers, and OMR marks in accordance with the Intelligent Mailing Systems 1200 G3 OMR specifications. No QR codes are included in the District’s files. c. The Proposer will provide a system that supports billing and letter formats as designed by the District (sample documents are attached in Exhibit H and I). d. Proposer shall be capable of detecting duplicate file transmissions submitted by the District prior to processing. In addition, the system shall provide alerts in the event of a file transmission failure-regardless of the cause – and enable the District to retransmit the file without processing interruption.
